2.09. Recurring Documents

Recurring documents represent documents (invoices, orders, projects or GL journal) that are generated automatically, which a specific frequency based on an initial (source) document already registered within the system.

The Recurring window, located in Initial Setup -> Organization Rules, is used to define the rules based on which recurring documents will be generated. The following fields are available:

• Name, Description, Comment

• Active - indicates whether the record is active within the system;

  • Frequency Type - is used to determine the next run date. Select from the list one of the following options: Daily, Weekly, Monthly, Quarterly;

• Frequency (optional) - is used in combination with the frequency type to determine the next run date;

  • example: if Frequency Type = Weekly and Frequency = 2 -> the next run will be scheduled after two weeks;

• Maximum Runs - the maximum number of recurring documents that can be generated using this rule;

• Date Next Run - scheduled date for generating he next recurring document. Is useful when the process is run using the Scheduler functionality;

• Recurring Type - recurring document type: Order, Project, Invoice, GL Journal;

  • depending on the recurring type, the source document must be selected in the corresponding field;

• Action - document action applied automatically to the generated document:

  • Complete - the document will have the "Completed" document status;

    • <empty> - the document will have the "Draft" document status;

History section:

• Date Last Run

  • Remaining Runs = Maximum Runs - number of recurring documents previously generated;

  • Start Process - starts the process through which recurring documents are generated;

    • the generated document will have all the properties of the initial document excepting "Document number" and "date"

    • the date of the document will be the date the process was run;

    • the document status is determined by the user selection in the "Action" field;

    • only the recurring documents for which "Date Next Run" = current date will be executed

The Run tab displays a list containing previously generated recurring documents.

Automatic run through Scheduler

Starting with SocrateCloud v15.10, using the Scheduler functionality, you can schedule the automatic generation of recurring documents based on all the existing rules, for which "Date Next Run" = current date (sysdate).

• • Limitation: the scheduler uses the server time, which is deferred by 2-3 hours before the local time(Ro). We recommend the scheduling of recurring documents around 4-5 A.M.